FoundationX Zapier integrationAutomate FoundationX with Zapier.
The FoundationX Zapier integration gives you 4 triggers, 11 actions and 6 searches to move sources, conversations and workflow runs in and out of FoundationX. Here is what each one does, what it costs, and where it trips people up.
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What the FoundationX Zapier integration actually does
It links your FoundationX account to Zapier so that something happening in FoundationX (a new source, a new conversation, a new workflow run) can start an automation, and so that other steps can write into FoundationX for you: save a file, open a conversation, run a workflow.
Three results people build with it. A source library that files itself: Fetch Sources spots each new source, Link Source to Project attaches it to the right project. Workflow output that leaves FoundationX: List Workflow Runs finds a past run of a workflow, the Get Results search pulls what it produced, and the next step hands it on. Conversations opened from the outside: Create Conversation then Create Message No Stream start a thread and post the first message, without anyone opening the app.
Now the limits, because they shape the whole build. None of the 4 triggers is instant: every one is checked on a timer, so on the free plan you wait up to 15 minutes. There is no find-or-create shortcut either. And the delete side is thin: conversations can go, sources and workflows cannot be removed from a Zap.
If Zapier is not your tool, the same app exists on the other side: see the FoundationX Make integration, and the Make vs Zapier comparison for the criteria that separate the two.
Zapier words, in plain English
Seven words come back on every line of this page. Here they are once, so the rest reads easily.
- Zap
- The automation you build in Zapier: one starting event, then one or more steps that run each time that event happens.
- Trigger
- The event that starts the Zap, like a new source showing up in FoundationX. Once the Zap is on, Zapier waits for it.
- Action
- What the Zap does after it starts: the step that writes, sends or saves something for you in an app.
- Task
- What Zapier bills: one action your Zap completes successfully. Your plan counts tasks, and nothing else.
- Polling vs instant
- Polling means Zapier checks the app on a timer and keeps what is new. Instant means the app calls Zapier itself, the moment it happens.
- Filter
- A step that lets the Zap carry on only when what arrived meets your condition, and stops it quietly otherwise.
- Search step
- A step that looks up something already in the app, so the steps after it can use what it found.
What a FoundationX Zap really costs
FoundationX is not a premium app: it works on the free plan. What you pay for is tasks, and the trigger never counts as one.
- Free plan100 tasks a month, unlimited Zaps
- Free plan Zap size2 steps: one trigger, one action
- Trigger checksFree, however often Zapier looks
- Premium appNo, FoundationX works on Free
Every action that succeeds is one task, each on its own: a Zap that saves a source, links it and fetches its text burns three per run. An action that fails is not counted, and a few apps or actions take more than one task when they complete. The real wall is elsewhere: the free plan only builds two-step Zaps, one trigger and one action. Add a filter, a search or a second action and you are on a multi-step Zap, which needs a paid plan.
Connect FoundationX to Zapier in three steps
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. A connection is your FoundationX account linked to Zapier once, then reused by every step that touches FoundationX.
- 02
Pick FoundationX
Type FoundationX in the search box of the dialog, select it, then click Add connection. You need an existing FoundationX account before this point: Zapier does not create one for you.
- 03
Sign in and grant access
Sign in to FoundationX in the tab that opens and allow Zapier into the account. If the Zap will touch projects or workflows you do not own, check first that your account has read or write rights on them.
Your first Zap: an opening message in the right conversations
GoalEach time a new conversation appears in FoundationX, post a standard first message in it, but only in the conversations your filter lets through.
- 01
Build: pick the trigger
In the editor, choose FoundationX as the app and
Fetch Conversationsas the event. Select the FoundationX connection you added earlier. - 02
Test the trigger
Run the test: Zapier brings back the three most recent conversations of the connected account. Pick a real one, so the mapping in the next steps uses real values.
- 03
Add the filter
Add a Filter step. Pick one of the fields the test conversation shows, a rule, and the value to compare with. Use a text rule on text, or the filter never lets anything through.
- 04
Add the action
Add
Create Message No Stream. Map the conversation's id brought back by the trigger into Conversation Id, then write your opening message in Message. Both fields are required. - 05
Test, then Publish
Test each step and read what came back. Then click Publish to switch the Zap on. The filter makes it a multi-step Zap, so a paid plan.
The 4 FoundationX triggers
4 events start a Zap when something happens in FoundationX. Zapier checks for them at the interval your plan allows.
Fetch Conversations
Polling triggerIn Zapier“Fetches a list of conversations.”
Starts the Zap when a new conversation shows up in your FoundationX account, so whatever happens next can work from that conversation's details.
Fetch Sources
Polling triggerIn Zapier“Fetches a list of sources.”
Reacts to each new source added to FoundationX and passes it to the next step of your Zap, ready to be filed or read.
Fetch Workflows
Polling triggerIn Zapier“Fetches a list of workflows.”
Fires when a new workflow appears in FoundationX. Useful as a starting point when the people building workflows are not the people who run them.
Fetch Workflow Runs
Polling triggerIn Zapier“Fetches a list of workflow runs.”
Picks up each new run of a FoundationX workflow. It is the trigger to start from when the output of a run matters more than the workflow itself.
The 11 FoundationX actions
FoundationX gives you 11 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Save Source to Organisation
ActionIn Zapier“Save sources to Organisation.”
Adds a source to your FoundationX organisation from a URL or a block of raw text. Both Name and Type are required: Name holds the data itself, Type tells FoundationX how to process it.
Create Conversation
ActionIn Zapier“Creates a new conversation.”
Opens a new conversation in FoundationX. The only required field is its Name, so it is a quick step to place in front of a message.
Create Message No Stream
ActionIn Zapier“Creates a new message within a conversation.”
Posts a message inside an existing conversation. It needs the Conversation Id and the Message, so it usually sits right after Create Conversation or a step that returns an id.
Create Workflow Preview
ActionIn Zapier“Creates a preview for a workflow execution.”
Builds a preview of a workflow run on a set of sources. It wants the Workflow Id, the Sources as a comma-separated list of ids like 31479, 31480, and the Project Id on an Organization connection.
Delete Conversation
ActionIn Zapier“Soft deletes a conversation by its ID.”
Removes a conversation, found by its Conversation Id. FoundationX describes it as a soft delete. It is the only delete action the integration offers.
Get Conversation by ID
ActionIn Zapier“Fetches a specific conversation by its ID.”
Fetches one specific conversation from its Conversation Id. It brings that conversation into the Zap so later steps can read it.
Get Message by ID
ActionIn Zapier“Fetches a specific message by its ID within a conversation.”
Retrieves a single message, located by two required ids: the Conversation Id and the Message Id. Handy when only one answer matters, not the whole thread.
Get Text From Source
ActionIn Zapier“Retrieve text from source.”
Reads the text held in a source and returns it to the Zap. Give it the Source Id and the next step receives the text to work with.
Link Source to Project
ActionIn Zapier“Link source to project.”
Attaches one or more sources to a project. Source Ids is required and takes a comma-separated list, so several sources can be linked in a single task.
Run Workflow
ActionIn Zapier“Executes a workflow with specified parameters.”
Executes a FoundationX workflow. Workflow Id, Workflow Run Id and Reset Results are required, and Project Id too when the connection type is Organization.
Save File to Organisation
ActionIn Zapier“Uploads a file to an organisation's resource pool. Supports metadata and callback options.”
Uploads a file into the organisation's resource pool. Three fields are mandatory: the Filename, which must end with its extension such as .pdf, the File itself, and a Metadata field written as JSON text.
The 6 FoundationX searches
6 search steps look for data that already exists in FoundationX, so a later step can use it.
A search step does not create anything: it finds what already exists in FoundationX and hands it to the next step. In the editor, these six sit at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the result is not the one you expected.
Get Results
SearchIn Zapier“Retrieves the results of a specific workflow run.”
Retrieves what a given workflow run produced. It needs the Workflow Id, the Workflow Run Id and an Export By format, for example sources.
Get All Conversations
SearchIn Zapier“Fetches all conversations within the specified date range.”
Pulls every conversation created within a date range you set, rather than a single one. It is the way to look back over a period.
List Organisation Projects
SearchIn Zapier“This endpoint allows users to fetch all projects from the organisation.”
Returns the projects of your FoundationX organisation. It is often the missing link when a later step asks for a Project Id that no earlier step carried.
List All Sources
SearchIn Zapier“This endpoint allows users to fetch all sources.”
Fetches all the sources held in FoundationX, so a Zap can work on the existing library and not only on what arrives next, one step after the trigger.
List All Workflows
SearchIn Zapier“Retrieves a list of NER workflows.”
Gives back the list of NER workflows in the account. Use it when the workflow to run is not fixed in advance and has to be picked by the Zap.
List Workflow Runs
SearchIn Zapier“Retrieves a paginated list of execution runs for a specific workflow.”
Lists the runs of one workflow, page by page. The Workflow Id is the only required field, so you can look back on past runs of that one workflow.
The three settings every search exposes
- Successful if no search results are found?Left on its default, an empty search stops the Zap there and the steps that needed it are skipped. Switch it on and the Zap carries on with nothing.
- Create X if it doesn't exist yet?This box turns a search into find-or-create. FoundationX offers no such variant, so you will not see it on these six searches.
- If multiple search results are found?Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When a FoundationX Zap breaks
Zapier attaches no help article of its own to FoundationX, and no app-specific limit is documented. What breaks is the general Zapier behaviour, applied to this app.
Four cases to know before you build. Two of them cost tasks before you notice. If a Zap stops for a reason not listed here, the Zapier troubleshooting guide is the next stop.
Old sources are never picked up
A Zap only reacts to what happens after you publish it. The sources and runs already in FoundationX stay where they are: moving that backlog is a separate job.A Zap that triggers itself
Fetch Sources plus Save Source to Organisation, or Fetch Conversations plus Create Conversation: each write starts a new run, and the task count melts.A bulk import held back
After a large import of sources, the trigger suddenly returns a huge batch. Zapier's flood protection can hold it back instead of running everything.No double runs, by design
On a polling trigger, Zapier remembers what it has already seen. The same source or conversation never starts the Zap twice, even if it changes later.
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